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21 SEKITAR PERPUSTAKAAN RETAINING ORGANIZATIONAL KNOWLEDGE ASSETS THROUGH THE CREATION OF KNOWLEDGE REPOSITORIES SYSTEMS Che Zainab Hj. Abdullah, Wan Ab. Kadir Wan Dollah, Zulkefli Mohd Yusop and Mohd Jailani Paiman Faculty of Information Management Universiti Teknologi MARA, 40150 Shah Alam Abstrak This article is based on a study that focuses on the creation of institutional repositories whereby a digital repository has been created in Faculty of Information Management, UiTM to capture and preserve intellectual output of the faculty members that can be accessed worldwide. The study is important to determine how the Faculty of Information Management, UiTM is exploiting the latest information and communication technologies to improve the information services to the faculty members and the academic community. The findings indicate that various formats of academic work from lecturers have been created and most of the lecturers have written academic papers. Recommendations are made on the need to enlarge the collections in the institutional repository and cooperation with other faculties. The main contribution of this research is the creation of a Knowledge Repositories Systems in the Faculty of Information Management, UiTM. 1. INTRODUCTION In this era of knowledge, the evolving of new technology advancements have influenced all spheres of human activity including the scholarly communication landscape. As one of the vital communication technology, Internet has become an essential medium for information exchange. Researchers increasingly publish their research findings in subject-specific and web-based archives for wider and faster dissemination. Knowledge repositories system offer a convenient infrastructure through which to store, manage and reuse digital materials. They can be used by a variety of communities, may carry out many different functions and can take many forms. Knowledge repositories system enable quick, easy, simultaneous and remote access to deposits. It also minimizes physical storage requirements whilst increasing the potential mass of deposits. Organizations including Higher Education Institutions (HEIs) have been using new technologies to store information in various formats. Knowledge Repositories system are becoming widely accessible as part of organizational repositories. Knowledge Repositories provide faculty members of HEI the ability to add or self-archive, items that they have authored into the repository, thereby facilitating instant access to their work. 1.1 Statement of Problem The amount of information produced in the world is increasing every year. Trends imply that technology evolution is leading to information explosion. The challenges of managing this becomes more difficult and this can lead to information overload or information fatigue. This condition results from having a rapid rate of growth in the Perpustakaan Negara.indd 21 1/14/11 4:51 PM Hakcipta Terpelihara © 2010 - Perpustakaan Negara Malaysia Hakcipta Terpelihara © 2010 - Perpustakaan Negara Malaysia

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RETAINING ORGANIZATIONAL KNOWLEDGE ASSETS THROUGH THE CREATION OF KNOWLEDGE REPOSITORIES SYSTEMS

Che Zainab Hj. Abdullah, Wan Ab. Kadir Wan Dollah, Zulkefli Mohd Yusop and Mohd Jailani Paiman

Faculty of Information ManagementUniversiti Teknologi MARA,

40150 Shah Alam

Abstrak

This article is based on a study that focuses on the creation of institutional repositories whereby a digital repository has been created in Faculty of Information Management, UiTM to capture and preserve intellectual output of the faculty members that can be accessed worldwide. The study is important to determine how the Faculty of Information Management, UiTM is exploiting the latest information and communication technologies to improve the information services to the faculty members and the academic community. The findings indicate that various formats of academic work from lecturers have been created and most of the lecturers have written academic papers. Recommendations are made on the need to enlarge the collections in the institutional repository and cooperation with other faculties. The main contribution of this research is the creation of a Knowledge Repositories Systems in the Faculty of Information Management, UiTM.

1. INTRODUCTION

In this era of knowledge, the evolving of new technology advancements have influenced all spheres of human activity including the scholarly communication landscape. As one of the vital communication technology, Internet has become an essential medium for information exchange. Researchers increasingly publish their research findings in subject-specific and web-based archives for wider and faster dissemination. Knowledge repositories system offer a convenient infrastructure through which to store, manage and reuse digital materials. They can be used by a variety of communities, may carry out many different functions and can take many forms. Knowledge repositories system enable quick, easy, simultaneous and remote access to deposits. It also minimizes physical storage requirements whilst increasing the potential mass of deposits.

Organizations including Higher Education Institutions (HEIs) have been using new technologies to store information in various formats. Knowledge Repositories system are becoming widely accessible as part of organizational repositories. Knowledge Repositories provide faculty members of HEI the ability to add or self-archive, items that they have authored into the repository, thereby facilitating instant access to their work. 1.1 Statement of Problem

The amount of information produced in the world is increasing every year. Trends imply that technology evolution is leading to information explosion. The challenges of managing this becomes more difficult and this can lead to information overload or information fatigue. This condition results from having a rapid rate of growth in the

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amount of information available around us. Information professionals therefore, need to develop skills for managing this information overload. Managing this load can be a tough challenge. It involves securing, managing and archiving the data in such a way that appropriate users have access to it and use the data for making more informed decisions. Information life cycle management (ILM) is one of the solutions for managing information overload. It is a combination of data management capabilities of the database server with appropriate storage technology. Organizations that manage large volumes of information (journal articles, seminar papers, dissertations, theses, research projects, and other kind of printed and non printed forms require self-managing databases. 1.2 Study Objectives

The objectives of the study are as follows:1. To recommend the creation of knowledge

repositories systems in the Faculty of Information Management, Universiti Teknologi Mara

2. To determine how knowledge repositories systems support learning process

3. To identify the perceived needs of knowledge repositories in higher learning institution.

4. To identify the problem pertaining to introducing the knowledge repositories systems

5. To investigate how KRs helps the faculty members in their teaching

6. To identify how KRs can support excellent research among faculty members.

1.4 Significance of Study

The principal significance of this research is to create a knowledge repositories system to be used by faculty members of Faculty of Information Management and researchers in Universiti Teknologi MARA. Therefore,

the study contributes in terms of filling gap to literature pertaining to digital repositories in Malaysia. This study is regarded as an attempt to find solution and way to develop digital repositories in academic institution and also setting the agenda for the future knowledge repositories systems in this country.

Malaysian higher educational institutions are striving to become world-class universities. Many Malaysian universities are targeting to be ranked among the foremost in the world based on international standards of academic excellence. In accomplishing the university’s quest to be world-class, there should be conducive teaching, learning and research environment. Knowledge repositories system provide the basis of references and information sources that the researchers and academicians could rely on.

2. LITERATURE REVIEW

Related research literature was collected and examined from on-line databases such as Library and Information Science Abstracts (LISA), Educational Resources Information Center (ERIC), ProQuest, Emerald, INFOTRAC, Lib Lit and Wilson. Sources from Internet that were pertinent to the research were also reviewed. In searching for the literature, keywords such as digital repository, institutional repository and repositories were used. Other related terms including digital libraries, electronic services, online services and social sciences were also used to support the research.The findings from the literature are summarized in the following sections:1. The concepts of Institutional Knowledge

Repositories2. Benefits of Institutional Knowledge

Repositories3. Examples of Institutional Repositories4. Issue and challenges

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2.1 Defining the concept of knowledge repositories

Knowledge repositories systems are also commonly referred as digital repositories, institutional repositories or digital archives. According to Sutradhar (2006), digital repositories enhance the professional visibility of the faculty, and raises the prestige of the institution. It also provides a global platform for local research and hence improved visibility. Apart from this, digital knowledge repositories preserve and provide long-term access to the scholar’s research output and also serves as resources for supporting classroom teaching. As noted by Scholarly Publishing and Academic Resources Coalition (SPARC), digital knowledge repositories are becoming a major component of the evolving structures of scholarly communication. Knowledge Repositories allows authors, gain visibility, and users find information more easily. In addition, the potential benefits of Knowledge Repositories extend to institutions, which increase their research profile, and funders, could see wider dissemination of research output.

The definition of “institutional repository” has evolved in the past several years. For the purposes of analysis, Crow (2002) used the basic definition that an IR is a digital collection that captures and preserves the intellectual output of an institution whether it represents a single or multi-university community. Note that this definition does not define purpose or provenance.

However, while the definition put forth by the Association of Research Libraries requires that the content be scholarly, the researchers acknowledge that IRs may have a wider range of content which could include documents that record the “intellectual life of the institution” and “experimental and observational data” from the institution as

well as the traditional intellectual works (Lynch, 2003).

For universities, repositories are marketing tools communicating capabilities and quality by showcasing faculty and student research, public service projects, and other activities and collections. Repositories in universities may include preprints and postprints of journal articles, technical reports, white papers, research data, theses, dissertations, work in progress, important print and image collections, teaching and learning materials, and materials documenting the history of the institution.

2.2 Benefits

According to Drake (2004), repositories provide services to faculty, researchers, and administrators who want to archive research, historic, and creative materials. The open access and open archives movement, the need for changes in scholarly communication to remove barriers to access, and the increasing awareness that universities and research institutions are losing valuable digital and print materials have begun driving the establishment of institutional repositories. Using open archive models (http://www.openarchives.org), established metadata standards, and digital rights management, important new information sources are seeing the light of day and becoming more generally available.

While the main purposes of institutional repositories are to bring together and preserve the intellectual output of a laboratory, department, university, or other entity, the incentives and commitments to change the process of scholarly communication have also begun serving as strong motivators. Computers have been ubiquitous on campuses since the late 1980s. Students and faculty are comfortable with the power of online communication. Faculty teachers and researchers want to archive their own

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materials and have them available on personal or institutional Web sites, these articles, along with the development of the Internet and more powerful search engines, have enabled people to think in practical terms about the establishment of central facilities for storing, archiving, preserving, and making scholarly and artistic materials available.

Repositories may be limited to one field, one department, one institution, or a consortium of several institutions. Collaboration through a consortium reduces costs for each member through resource sharing while expanding access to digital materials. Institutional Repositories can provide an immediate and valuable complement to the existing scholarly publishing model, while stimulating innovation in a new disaggregated publishing structure that will evolve and improve over time. Further, they build on a growing grassroots faculty practice of self-posting research online. While institutional repositories necessitate that libraries--as their logical administrative proponents--facilitate development of university intellectual property policies, encourage faculty authors to retain the right to self-archive, and broaden both faculty

and administration perspectives on these issues, they can be implemented without radically altering the status quo. Moreover, they can be introduced by reallocating existing resources, usually without extensive technical development (Singarella, 2005)

2.3 Examples of institutional repositories

Drake (2004), The Dspace repository project [http://dspace.org] at MIT has received extensive coverage in the news and literature. The Dspace Web page describes the project as “a groundbreaking digital institutional repository that captures, stores, indexes, preserves, and redistributes the intellectual output of a university’s research faculty in digital formats” [http://dspace.org/introduction/index.html]. The MIT repository contains a variety of research materials deposited in accordance with the policies developed by departments and research units at MIT. Dspace developed open source software with a grant from Hewlett Packard and created a federation of universities to work collaboratively on the project. The Federation includes Cambridge

 Figure 1: Knowledge Repositories System (KRS) Features

Source: Deitel, H. M., Deitel, P. J. & Goldberg, A. B. (2004). Internet and World Wide Web: how to program. 3rd ed. New Jersey: Pearson Prentice Hall.

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University, Columbia, Cornell, MIT, Ohio State, University of Rochester, University of Toronto, and the University of Washington. Research institutions worldwide may acquire the Dspace software at no cost and any institution can adapt it to their own needs.

3. METHODOLOGY

In general, research design provides a framework for the collection and analysis of data. Bryman (2004) noted that a choice of research design reflects decision about the priority being given to a range of dimensions of the research process.

In this research, the researcher adopted the Systems Development Life Cycle (SDLC), that is a logical process used by a systems analyst to develop an information system, including requirements, validation, training, and user ownership. An SDLC resulted high quality system that meets or exceeds customer expectations, within time and cost estimates, works effectively and efficiently in the current and planned ICT infrastructure, and is cheap to maintain and cost effective to enhance.

4. RESULT AND DISCUSSION

Knowledge Repositories System (KRS) has simple basic features to retrieve the information resources electronically. To facilitate the users searching for resources, KRS has provided several of searching techniques such as simple search, advanced search, keyword search and browse items by location. The simple search query uses Dublin Core (DC) title and author/ creator elements to retrieve the complete metadata resources. It is a basic technique to search for information in KRS and reaching the actual resources. The advanced search query uses a combination search criteria that has Boolean search capability to retrieve more precise

searching results. It is a powerful and fast combination query done by the KRS search engine. The search also can limit the query by specifying the range of publication years to get more specific results. KRS also provides keyword search query which enable the indexed keywords in Dublin Core elements are searchable to display more relevant resources. In order to facilitate the users KRS also provided a browsing feature which specifying the locations of the resources availability. It assists the users to identify the locations of the theses, journal articles, research reports, seminar and conference papers by listing the faculty names and its current total collection. Users can view the complete metadata and abstract to get an overview of the resources. KRS also provides the users with a 24 pages theses, journal articles, research reports, seminar and conference papers access in PDF format before viewing the full-text (PDF) version of theses, journal articles, research reports, seminar & conference papers. Normally a 24 pages theses, journal articles, research reports, seminar & conference papers size is smaller and faster to download and view. KRS has established for almost two years and having excellent achievements in supporting the research activities for the faculty. At current stage, the KRS is enhancing its features in terms of hardware, software, concept, access modes, searching capability, interfaces, and integration with other systems. These elements are existingly be revisited. The hardware need to be upgraded to higher specifications for faster access, reliability, robust and stable. The software has to be upgraded to the latest version to prevent bugs, unauthorized access and external attacks as well as compatibility with current operating system software. The concept will be revised to accommodate the current information requirements and to adapt with the new concept of managing

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metadata. The access modes have to be variety including accessing via wireless broadband and mobile environment such as EDGE and 3G technologies. Searching capability would be redesigned to include the taxonomy features to facilitate the access and browsing of resources comprehensively. System interfaces will also be redesigned to more user-friendly looks and navigations that speed-up the retrieval of information. Integration with other system software such as integration with e-commerce software, knowledge management system, and artificial intelligence would be researched and deployed.

5. CONCLUSION KRS is one of the solutions to centralize repository of faculty publications collection. By having such database, it will facilitate

access to the resources within university community. Organization which has intention to provide knowledge sharing or to practice knowledge management among the community should implement KRS as it facilitates content management and information dissemination. KRS is not only applicable for the faculty members but it also benefits its stakeholders such as students, administrators, researchers, ministry and the nation as a whole.. We can imagine the impact of having a central repository that can serve the university communities in order to produce a quality research and to support teaching and learning as a whole. The KRS could bring together researches done by the scholars who brought significant impact to the nation growths and progresses. Lastly, we can turn KRS becoming a central repository to the world as a reference site for the Malaysian heritage.

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